Administrative Services Assistant

We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon. 19846 12 months Spokane This position closes to submittals on August 13th. Position requires the ability to meet federal background and compliance requirements. OVERVIEW Assignment This full-time contract Administrative Services Assistant 2 assignment (organizationally known as a “Field Clerk”) is located in Spokane, WA, and will provide administrative and confidential assistance to the Spokane District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (one districts with approximately 10-15 people). This assignment will also provide back-up and assistance to other Field Clerks and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the District Managers, frequent interaction with other managers, and outside contacts. Organization The TF organization is a collection of various skilled crafts, such as electricians and linemen, which are responsible for both the planned and emergency operations and maintenance of company’s transmission grid. This assignment works collaboratively and in partnership with the various District Managers and other Field Clerks and external support staff to ensure that Field Services’ mission and strategies are successfully completed. We value creativity, teamwork, and a “can-do” attitude! ASSIGNMENT RESPONSIBILITIES Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate manager or other federal personnel with the authority to do so. Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff. Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other company personnel as appropriate. Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites. Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action (Use Word, Excel, PowerPoint and Adobe Acrobat). Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures. Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed. Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert the manager / personnel of any concerns or response delays. Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate company personnel as needed, following up to verify a timely response. Administrative Team: Attend mandatory Administrative Team Meetings. Participate as a team member in team meetings both professionally and collaboratively. Work as a team member to: Standardize, streamline and improve overall administrative processes throughout the organization. Help resolve organizational administrative issues and work on solutions as a group. Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers’ appointments, meetings, conferences and calendar: Coordinate appointments, including commitments of time. Advise manager and staff of appointments and other commitments that might have a bearing on future decisions. Assist the manager in a variety of personnel and other actions for BFTE and CFTE, including: Prepare recognition certificates for the organization. Assist manager with preparing draft retirement letters. Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements and Position Hazard Assessment (PHA) for federal (BFTE). Track Overtime/Comp Time authorizations for BFTE personnel. Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status. Implements Personnel Security, Information Security, and the company Employee Badging office requirements to support and serve as a designated field registrar for Public Trust Investigations and Personal Risk Assessments to badge and fingerprint all eligible employees using the USAccess system. Update and post Occupant Emergency Plan (OEP) semiannually and verify District Manager and staff are familiar with established emergency response procedures associated with current OEP during drills and emergency situations. Assist with scheduling interviews and preparing interview packets for assigned manager(s). Provide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track: Computer, copier, and printer maintenance. Requests for needed office supplies and distribute to appropriate staff per established company procedures. Coordination of badge return to SLMO. Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection. Coordinate and track employee’s medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS). Referencing Procurement and Payments Policy: Coordinate with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner. Perform corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite: Correct Task, ABM and DCE being used. Receipt and required information are included with the transactions before submission to the Approving Official (AO). No improper charges on receipts, statements, invoices. Submit information into Asset Suite for P-Card holders in their District. Upload/email P-Card statement and invoices to the AO within prescribed timelines. Maintain the organizational SharePoint site including updating changes and adding new content. Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assists with content and permissions. Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements: May coordinate or assist with manager with organizational and company events such as presentations, employee engagement, retirements or project or employee recognition celebrations.* *Participation/attendance in voluntary events is NOT billable to the company. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time. REQUIREMENTS Education & Corresponding Experience High school diploma or equivalent is required. Associate’s or Bachelor’s Degree in Office Administration/Management, Business Administration/Management, or a related field is preferred. 6 years of demonstrated administrative/clerical experience is required. Required Technical Skills & Experience 4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook. Intermediate to advanced skills/experience with SharePoint or a similar system sufficient to: Support, manage, edit and maintain site. All qualified applicants at CorSource Technology Group will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Does this position sound interesting, but perhaps not for you? If you know of a friend or colleague that could be a match, your referral could be worth a referral bonus. #J-18808-Ljbffr